1. Introduction

Claimio ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Claimio mobile application, web dashboard, and related services (together, "the Service"). Please read this policy carefully. By using the Service you agree to the practices described here.

2. Information We Collect

We collect information you provide directly to us, including:

Account information — name, email address, username, sign-in method (email/password, Google, Apple)
Organisation details — organisation name, invite codes, department names and codes, monthly budget figures
Expense claims — merchant name, amount, date, category, claim type (receipt, mileage, per diem), description, mileage route and distance, per diem destination and duration
Receipt images — uploaded to Azure Blob Storage; processed by Azure Document Intelligence (OCR) and Azure OpenAI
Payment information — Stripe customer IDs and payment method tokens (card details are never stored by us; they are held by Stripe); Stripe Connect account IDs for employees receiving reimbursements
Bank details (optional) — sort code and account number if you choose to add them for manual bank transfer reimbursements; stored in Firebase Firestore
Per diem rates — custom daily allowance amounts set by organisation administrators per destination
Integration credentials — Slack and Microsoft Teams incoming webhook URLs stored at organisation level
Audit log data — immutable records of claim approval and rejection actions, including actor ID, actor email, action type, timestamp, and any admin feedback
Device push notification tokens — for sending expense status updates on mobile
Trip data — trip names and descriptions you create to group expenses by project or event (e.g. "London Conference June 2025"). Trips contain no sensitive personal information — only the name, optional description, and aggregate expense totals.
Location data (optional, mobile only) — precise GPS coordinates collected during an active journey tracking session to calculate mileage distance for expense claims. Location is processed on-device and only the resulting distance (in miles) is stored. Raw GPS coordinates are never transmitted to our servers. Location access requires your explicit permission and can be revoked at any time in your device settings.
Usage and analytics data — screen views, events (e.g. expense submitted, claim approved, chatbot message sent) collected via PostHog; crash reports and performance data via Sentry

3. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve the Claimio Service across mobile and web
Process expense claims and trigger Stripe reimbursements to employees
Send push notifications, in-app alerts, and email notifications about claim and membership status
Send daily or weekly digest emails to administrators about pending claims
Forward claim notifications to connected Slack or Microsoft Teams channels
Provide AI-powered features — receipt OCR, expense categorisation, chatbot, analytics insights
Enforce expense policies and detect duplicate or suspicious claims
Maintain an audit trail of approval actions for compliance purposes
Analyse product usage to improve the Service (via PostHog)
Detect and prevent fraud or abuse
Comply with legal obligations

We process your data under the following lawful bases under UK GDPR: performance of a contract (providing the Claimio Service), legitimate interests (fraud prevention, product improvement, audit logging), and legal obligation where applicable.

4. Receipt Images and AI Processing

When you scan a receipt, the image is uploaded to Microsoft Azure Blob Storage and sent to Azure Document Intelligence for OCR text extraction, and to Azure OpenAI for expense categorisation and policy analysis. Receipt images are stored in Azure Blob Storage and are only accessible to members of your organisation. Images are not used to train AI models.

5. Payment Processing and Reimbursements

Stripe handles all payment processing. When an administrator approves a claim with payment:

The administrator's saved payment method is charged for the claim amount plus a Stripe processing fee (1.5% + £0.20 for UK cards)
The employee always receives the full claim amount — the processing fee is additional and charged to the administrator
Administrators may alternatively approve a claim without triggering Stripe and manually transfer funds to the employee via bank transfer
Administrators can mark manually paid claims as paid within the dashboard; this records the approving admin's email and the timestamp

We do not store card numbers or full bank account details. Stripe stores payment method tokens under their own privacy policy and PCI-DSS compliance framework.

6. Sharing of Information

We do not sell your personal data. We share data only with the following third-party processors:

Firebase (Google) — authentication, real-time database (Firestore), and push notifications
Microsoft Azure — AI processing (Azure OpenAI, Azure Document Intelligence) and receipt file storage (Azure Blob Storage); Azure Functions for backend processing
Stripe — payment processing, Connect accounts, and reimbursements
SendGrid — transactional and digest email delivery
RevenueCat — iOS and Android subscription management
PostHog — product analytics (screen tracking and event tracking); data stored on PostHog EU cloud
Sentry — crash reporting and performance monitoring
Slack / Microsoft Teams — if your organisation connects a webhook, claim notification data (merchant, amount, employee name) is sent to your configured channel

Within your organisation, administrators can view all expense claims, audit log entries, department assignments, and employee profiles. Employees can only view their own claims and templates.

Some processors (including Google Firebase, Microsoft Azure, Stripe, and PostHog EU cloud) may process data outside the UK. Where this occurs, appropriate safeguards are in place, including Standard Contractual Clauses or adequacy decisions recognised under UK GDPR.

7. Audit Log and Compliance Data

Every claim approval, rejection, and escalation is written to an immutable audit log stored in Firebase Firestore. Audit log entries include: claim ID, organisation ID, actor email, action type, optional admin feedback, and timestamp. This data is retained to support compliance with HMRC record-keeping requirements and internal audit purposes. Audit log entries cannot be deleted by users or administrators.

8. Data Retention

We retain your data for as long as your account is active. You can request deletion of your account and associated data at any time from the Profile screen in the app or by contacting support. Upon deletion, your personal data is removed within 30 days, subject to legal retention requirements.

Audit log entries and financial records (including reimbursement records) are retained for up to 7 years to comply with HMRC and financial record-keeping obligations, even after account deletion.

9. Cookies and Web Tracking

Our website and web dashboard use essential cookies for authentication and session management (via Firebase Auth). These are strictly necessary and cannot be disabled. We do not use cookies for advertising. PostHog may set a first-party cookie for analytics session continuity on the web dashboard; this cookie does not track you across other websites.

10. Security

We implement industry-standard security measures including: TLS encryption in transit, Firebase Authentication with email verification, Bearer token authentication on all API endpoints, Firestore security rules with role-based access control, Content Security Policy headers, rate limiting on all Azure Functions, and OWASP-aligned input sanitisation. No method of transmission over the internet is completely secure.

11. Children's Privacy

Claimio is not intended for use by anyone under the age of 16. We do not knowingly collect personal information from children.

12. Your Rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data (subject to legal retention obligations)
Object to or restrict processing of your data
Data portability — receive your data in a structured, machine-readable format
Withdraw consent where processing is based on consent

To exercise these rights, contact us at support@claimio.org. You also have the right to lodge a complaint with the ICO (Information Commissioner's Office) at ico.org.uk.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or an in-app notice. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of Claimio after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy, please contact us at legal@claimio.org.